System and method for certifying and authenticating correspondence (ii)

ABSTRACT

A system and method are provided to monitor and control electronic communications. A processor is in operable communication with processor readable media, and a user interface is provided by the processor over a communication network that is operable to send, receive and report communications from a plurality of users. A database is provided on the processor readable media and accessible by the processor. A centralized messaging center is operable to receive from the processor the communications, to print the communications, to image the communications and to store the communications in a database.

CROSS-REFERENCE TO RELATED APPLICATIONS

This application is based on and claims priority to U.S. Provisional Patent Application Ser. No. 61/031,071, filed on Feb. 25, 2008 and entitled SYSTEM AND METHOD FOR CERTIFYING AND AUTHENTICATING CORRESPONDENCE (II), and is a continuation-in-part of U.S. patent application Ser. No. 11/451,094, filed on Jun. 12, 2006 and entitled SYSTEM AND METHOD FOR CERTIFYING THE CONTENTS OF A CORRESPONDENCE, the entire contents of which are hereby incorporated by reference herein.

BACKGROUND

1. Field

The present invention relates generally to communication, and, more particularly, to certifying, authenticating and retaining correspondence.

2. Description of the Related Art

Many parties use conventional couriers, such as the U.S. Postal Service or private couriers such as FedEx, UPS, and DHL, in order to send correspondence/documentation to intended recipients. Although such couriers are frequently used, they do not guarantee compliance with many U.S. and International regulatory requirements, such as the Sarbanes-Oxley Act, U.S. Securities and Exchange Commission (“SEC”) rulings, European Union (“EU”) directives, the Health Insurance Portability and Accountability Act (“HIPAA”), or the like. The core requirements of such regulations often include corporate governance and controls with respect to the dissemination, retention and eventual destruction of corporate correspondence and documentation.

In response to various regulatory requirements, corporations often implement miscellaneous e-mail retention programs, but are not often able to implement appropriate solutions for traditional physical (paper-based) correspondence and mail. Prior art methods for sending physical correspondence and mail pose potentially serious risks to a corporation because the sending party has no legal way of proving what was actually mailed or sent. For example, the U.S. Postal Service provides certified mail or private courier services that only certify that a particular package was sent or received.

Unfortunately, sending mail via conventional prior art options (e.g., First Class Mail, Certified Mail or via overnight courier service) does not guarantee authentication and/or verification of what was actually sent. Therefore, parties sending correspondence are unable to record properly and permanently the documents/correspondence that were physically sent. This is due, in part, to the fact that no service provider in the prior art is able to exactly reproduce the contents of a particular package with any certainty nor with any third party validation.

Typically, in the prior art, a sender can only prove that an envelope was sent on a certain date, sent to a certain recipient via a certain service and was received on a certain date by a certain person. Current conventional mailing methods lack an ability to provide a sender with a full assurance that the contents of an envelope can be reproduced exactly.

SOX 302 and 404 compliance is not just a regulatory requirement; the Sarbanes-Oxley Act, HIPAA, SEC Act and others can be an opportunity to create a regulatory compliance solution that makes good governance a valued corporate asset. Leading publicly traded corporations understand this, particularly multi-nationals working hard to comply with myriad regulations in multiple regions around the globe. What these organizations need is a continuous assurance to not only preserve their current compliance investments, but to implement a sustainable and cost-effective regulatory compliance solution that is driven by business efficiencies and value.

Unfortunately, any party's lapse in securing, controlling and recording physical mail could potentially be subjected to stiff regulatory fines, legal claims, which may diminish the level of trust of your clients, customers and/or patients, should a specific piece of correspondence and/or documentation come into question or be subpoenaed in a civil litigation.

SUMMARY

A system and method are provided for a high level of integrity, security, ease and speed for users transmitting electronic files. Preferably, e-mail correspondence is drafted by a user in a centrally provided user interface, and, when submitted, the e-mail is transmitted to a centralized mailing and messaging center, where it is processed. In one embodiment, the e-mail is modified to include a bar code on each page, the e-mail is printed, imaged, and stored. Thereafter, the modified e-mail is forwarded to the e-mail address originally provided in the recipient's e-mail address control. In one embodiment, the e-mail address provided in the recipient's e-mail address control is verified before the e-mail message is sent.

When a user sends a certified e-mail, he can purchase an option, such as “enhanced certified e-mail,” which includes a personal identification number and a prompt for the recipient to enter a telephone number. System 100 preferably locks the link such that access to the document is not yet provided. System 100 preferably calls the telephone number and asks the recipient to enter the personal information number. Thereafter, the recipient states his name and attests that he is the intended recipient of the e-mail. The recipient is recorded, and, thereafter, the link is preferably unlocked and the user gains access to the e-mail. Moreover, security measures are employed, such as known in the art, and the user's internet protocol address is stored.

Various features provided herein include use of file upload, user authentication and scan-to-mail. Other features and advantages of the present invention will become apparent from the following description of the invention that refers to the accompanying drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

For the purpose of illustrating the invention, there is shown in the drawings a form which is presently preferred, it being understood, however, that the invention is not limited to the precise arrangements and instrumentalities shown. All of the textual and illustrative portions of the drawings are hereby incorporated by reference. The features and advantages of the present invention will become apparent from the following description of the invention that refers to the accompanying drawings, in which:

FIG. 1 shows an example hardware arrangement of a first preferred embodiment of the present invention;

FIGS. 2-15 illustrate example display screens that are presented to a user in accordance with a preferred embodiment.

DESCRIPTION OF EMBODIMENTS

As shown in FIG. 1, information processor 102 includes centralized mailing and messaging center 110, including inserting station, that is operable to provide imaging, bar coding, printing, folding, binding, inserting, sealing and preparing for courier service for a document. Preferably centralized mailing and messaging center 110 is under the direct control of a proprietor of the information processor 102, and may include workstations or other computing devices (including information processor 102) (not shown).

In the example shown in FIG. 1, centralized mailing and messaging center 110 preferably includes an output printer, imaging device, envelope preparing device and delivery mechanism. One skilled in the art will recognize that the hardware arrangement of centralized mailing and messaging center 110 illustrated in FIG. 1 is for example illustrative purposes only, and that centralized mailing and messaging center 110 may include fewer, more or other devices in alternative embodiments. For example, a centralized mailing and messaging center 110 may employ binding machine 118 to combine individual sheets. Also, the various devices associated with centralized mailing and messaging center 110 shown in FIG. 1, including binding machine are presented as separate and apart from the output printer. Of course, one skilled in the art will recognize that two or more of these devices may be integrated into a single device. For example, the output printer may have a series of attachments that comprise a binding machine.

Preferably, a convenient graphical user interface is provided that is intuitive and accessible by computing devices communicating over a communication network using standard web browser software. Preferably, the interface comprises graphical screen controls, such as icons, buttons, drop-down lists, text box controls or the like, and further is menu-driven and preferably provided in an integrated communications management suite which further comprises centralized mailing and messaging center 110.

Centralized mailing and messaging center 110 preferably centrally provides communications services, including in a corporate environment, as a fully hierarchical system giving “top to bottom” control over the use of various modules by corporate employees and other authorized personnel. Centralized mailing and messaging center 110 is preferably designed to allow managerial controls thereby providing a corporate customer with complete and detailed, on-demand logs covering relevant communication aspects offered within the centralized mailing and messaging center 110. By providing a substantially automated service, customers achieve and maintain compliance with various regulations such as: the Sarbanes-Oxley Act Sections 802 & 1102 (US); the Health Insurance Portability and Accountability Act (US); the Security and Exchange Commission Regulation 17a-4 (US); the NASD Rule 2210 (US); the New York Stock Exchange —NYSE Rule 472(US); the Federal Rules of Civil Procedure(US); the European Parliament And The Council Of The European Union Directive (95/46/ec); and Multi-Governmental Privacy laws. Of course, the invention can be tailored to ensure compliance with virtually any other regulatory or company requirement.

In a preferred embodiment, the user interface provided by centralized mailing and messaging center 110 enables users to monitor and control communications. The interface provides the user with a high level of integrity, security, ease and speed. Centralized mailing and messaging center 110, via information processor 102, preferably includes database 111 that enables the user to comply with various and potentially complex regulatory standards, for example, as set forth by the U.S. federal government. By using centralized mailing and messaging center 110, users can perform various actions such as sending, auditing, receiving, reporting, and retaining communications that are sent and/or received from a single, secured internet-based environment, at any time and from virtually anywhere on the globe. For example, users can perform such communication actions using the present invention. These and other features are described in greater detail below.

As used herein, the terms “link” and “hyperlink” refer to a selectable connection from one or more words, pictures or other information objects to others in which the selectable connection is presented within the web browser. The information object can include sound and/or motion video. Selection is typically made by “clicking” on the link using an input device such as a mouse, track ball, touch screen and the like. Of course, one of ordinary skill in the art will appreciate that any method by which an object presented on the screen can be selected is sufficient.

In an embodiment, a data entry display form is provided to a user for composing and submitting an e-mail message. As known in the art, for example, a web-based form is provided that includes text box controls enabling a user to submit a recipient's e-mail address, a subject line, and a body of an e-mail letter. A graphical screen control, such as a button, is further provided that, when selected, invokes a mailto or similar command, as known in the art. Unlike typical prior art web-based e-mail forms, however, the e-mail letter drafted by the user is not directly transmitted to the e-mail address provided in the recipient's e-mail address control. Instead, the e-mail is transmitted to centralized mailing and messaging center 110, where it is processed in accordance with the teachings herein. For example, the e-mail is modified to include a bar code on each page, the e-mail is printed, imaged, and stored. Thereafter, the modified e-mail is forwarded to the e-mail address originally provided in the recipient's e-mail address control. In one embodiment, the e-mail address provided in the recipient's e-mail address control is verified before the e-mail message is sent.

Thus, in a preferred embodiment, the present invention includes an ability to send and receive content certified e-mails to centralized mailing and messaging center 110 from anyone around the globe. The entire e-mail file, including relevant recorded information is stored securely, in compliance with various regulatory requirements.

When a user sends a certified e-mail, he can purchase an option, such as “enhanced certified e-mail,” which includes a personal identification number and a prompt for the recipient to enter a telephone number. System 100 preferably locks the link such that access to the document is not yet provided. System 100 preferably calls the telephone number and asks the recipient to enter the personal information number. Thereafter, the recipient states his name and attests that he is the intended recipient of the e-mail. The recipient is recorded, and, thereafter, the link is preferably unlocked and the user gains access to the e-mail. Moreover, security measures are employed, such as known in the art, and the user's internet protocol address is stored.

Furthermore, the content certification process ensures that e-mail correspondence cannot be tampered with after having been sent. Further, e-mail correspondence cannot be removed/deleted until a predefined retention period has lapsed. Thereafter, e-mail correspondence is automatically deleted, unless a user wishes to retain a copy using the option to extend the retention period.

In accordance with a preferred embodiment, the following features are provided:

File Upload

A secured session protocol (e.g., https) is provided to upload media to a secure server. Preferably, a time and day stamp is provided with identifying indicia of the media.

Once one or more files are stored on information processor 102 (including as operating as a file server), a retention period is preferably selected and the user has the ability to “share” the file with anyone. Preferably, virtually no file size restriction is imposed on the user. Moreover, a “share” invitation that enables users to invite other users to access an uploaded file is sent by an integrated certified email module.

User Authentication

In order to guarantee the authenticity of the originator of any communication through any of the features and/or modules provided herein, the identity of the individual is preferably authenticated during an account creation process. This authentication is preferably done by verifying personal information unique to the user, such as driver's license number, social security, etc. This authentication process preferably serves as an enhancement to traditional “ink” signatures, such as in prior art and customary ways of proving the authenticity of a document. The authentication process in accordance with the teachings herein guarantee that a Content Certified document or Email from a user, e.g., “John Doe” comes from John Doe and not an impersonator.

Scan-to-Mail

Users preferably have the ability to physically send any physical document by electronically scanning that document with a scanner that supports scanning to an email address. Scanning and emailing your document to, for example, yourname@email.globalpex.com preferably saves the scanned document to centralized mailing and messaging center 110, and the user then addresses and mails the document, for example, via a web site provided by information processor 102. To instantly mail that document via Content Certified Physical Mail, the user simply scans and emails the document to, for example, yourname.2125551212@email.globalpex.com. The system, thereafter, looks up the telephone number (e.g., 212-555-1212 in the present example) in the user's respective contact list. After the telephone number is located, the respective name and mailing address for the contact is obtained, and the document is instantly scheduled to be printed and physically mailed on the user's behalf.

Product Enhancement:

1. Centralized mailing and messaging center 110 and/or information processor 102 provides an “inbox” for incoming communications

2. Documents can be received and retained in the centralized mailing and messaging center 110 and/or information processor 102 by using a “fax/scan to email” copier

3. MS Outlook Plug-in. A “plug-in” to a web browser software application (as known in the art) allows the sending of certified emails from an e-mail client, such as MICROSOFT OUTLOOK. The plug-in also creates a “sent box” within the e-mail client that is preferably regularly and frequently and/or constantly synced with the web site account for the user.

4. A “signature manager” is provided with the ADOBE ACROBAT PRINT DRIVER, which enables the user to scan and store an image of their signature.

Thus, the present invention provides a comprehensive, user-friendly and encompassing document tracking and content verification solution, enabling corporations to be in full compliance with the myriad and far reaching regulations mandated by the various law, acts and directives.

Budding inventors, writers and artists who, in the prior art, previously attempted to prove their creations or ideas were original by sending themselves a date-stamped, certified envelope no longer have to rely on this method that is inherently flawed and rarely stands up in court. In accordance with a preferred embodiment, users who upload content via the present invention are assured of more legally sound protection of intellectual property. The Certified File Upload and File Management Service, substantially as shown and described herein, provides third-party proof of the creation date using a digital timestamp, a key to securing legal protection for an idea or concept. The timestamp references the account holder's information, content, and date of upload. Original content is saved and retained via an easy and inexpensive file upload. This helps protect users' original content, including software code, manuscripts, poems, songs, screenplays and videos.

Accordingly, essentially anyone creating content in the digital age can benefit from the features described herein, including the certified file upload and file management service. As shown and described, a user simply logs on to a secure server, e.g., information processor 102, uploads a file containing original creation, and selects a retention period. The retention period can be extended at any time before it expires. The file is preferably stored in an unaltered and unalterable form on the secure server for the time period specified.

Moreover, if needed, the user can access the uploaded file from any computer with Internet access by logging on through an encrypted line. Upload receipts containing the IP address and timestamp data provide irrefutable third-party proof of when the user uploaded the file and what the file contained.

The File upload and file management service proves the date of creation and establishes a legally recognized date of possession, and is ideal for enterprises and organizations that regularly transfer large files. The certified file upload and file management service also allows users to share their uploaded works without file size restrictions or costs, such as that apply to data or files sent via e-mail. In accordance with a preferred embodiment, users select a file to share and enter the e-mail address of the recipient. The link is sent to the recipient, who then downloads the file. Preferably, any time a file is shared, the party who has accesses the file is recorded, how many times, from where, and when.

Corporate users and other individuals can also e-mail files into their account for later retention and sharing. The service is also useful for companies wishing to archive important content in an unalterable form, securely stored offsite for disaster recovery planning purposes.

Other uses and products provided by the present invention will be apparent to those skilled in the art. Although the present invention is described and shown in relation to particular embodiments thereof, many other variations and modifications and other uses will become apparent to those skilled in the art. It is preferred, therefore, that the present invention be limited not by the specific disclosure herein. 

1. A system to monitor and control electronic communications, the system comprising: a processor in operable communication with processor readable media; a database provided on the processor readable media and accessible by the processor; a user interface provided by the processor over a communication network that is operable to send, receive and report communications from a plurality of users; and a centralized messaging center operable to receive from the processor the communications, to print the communications, to image the communications and to store the communications in the database.
 2. The system of claim 1, further comprising a recipient communication module operable to restrict access to one of the communications, to reference a unique identifier of a recipient of one of the communications, to receive a telephone number of a the recipient, to telephone the telephone number, to prompt the party answering the telephone call to provide the identifier, and to provide access to the one of the communications when the identifier is provided during the telephone call.
 3. The system of claim 1, further comprising a retention module operable to store at least one of the communications for a predetermined period of time.
 4. The system of claim 1, further comprising a scan-to-e-mail module operable to scan a physical document, to generate and send an e-mail message to be received by the centralized messaging center, wherein the e-mail message includes a scanned copy of the physical document.
 5. The system of claim 1, further comprising an e-mail client plug-in operable to send an e-mail from a client e-mail software application to centralized messaging center.
 6. The system of claim 1, further comprising a user account manager operable to store user account information in the database.
 7. The system of claim 6, wherein the user account manager processes payments made by users for the electronic communications.
 8. The system of claim 1, further comprising a verifier module operable to identify an internet protocol address of a user uploading content via the user interface, and further operable to store the internet protocol address and a timestamp when the content was uploaded with the content.
 9. The system of claim 9, wherein the verifier is further operable to associate a user identifier of any user who accesses the content, and to store the associated user identifier in the database.
 10. A method to monitor and control electronic communications, the method comprising: providing a processor to be in operable communication with processor readable media; providing a database on the processor readable media that is by the processor; providing a user interface by the processor over a communication network that is operable to send, receive and report communications from a plurality of users; and providing a centralized messaging center that is operable to receive from the processor the communications, to print the communications, to image the communications and to store the communications in the database. 